Business Development EA with HubSpot Experience

The Business Development Management Assistant will support the Director of Business Development. Main tasks include scheduling and calendar management, keeping data lists organized, helping with meetings and events, and coordinating with other assistants. The role also includes maintaining Hubspot and supporting process improvements to make business development more efficient. The ideal candidate is tech-savvy, proactive, and able to manage many tasks in a fast-paced environment. They must respond quickly to communications and be available for urgent requests during the business day.

Duties and responsibilities:
- Manage administrative operations using Hubspot, including contact management, pipeline updates, and reporting.
- Create and process business documents using Microsoft Office, PandaDoc, and DocuSign.
- Create proposals, pitch materials, and presentations using templates in Canva.
- Schedule and coordinate meetings, manage calendars, and handle email communications.
- Make lunch or dinner reservations and support travel booking (flights, hotels, transport).
- Organize and maintain business development data lists (prospects, partners, vendors, events) in Hubspot, Excel, or Sheets.
- Coordinate with other EAs and VAs to share information and maximize scheduling efficiency.
- Prepare meeting agendas, capture notes, and circulate follow-up tasks.
- Document and optimize business processes.
- Support process improvement initiatives and help standardize workflows.
- Maintain accurate records and create regular reports on business development activities.
- Keep documents and files organized for easy access.
- Other administrative tasks as assigned.

Qualifications:
- 3 to 5 years of experience in administrative support or virtual assistance under Sales or Business Development.
- Proficiency in Hubspot or similar CRM platforms.
- Advanced skills in Microsoft Word and document management.
- Experience with PandaDoc or similar document automation tools.
- Strong organizational and time management abilities.
- Excellent written and verbal communication skills.
- Self-motivated with demonstrated ability to work independently.
- Problem-solving mindset with focus on process improvement.
- Strong track record of maintaining high responsiveness and agile prioritization in dynamic environments.

Working conditions:
- Full remote work (work anywhere)
- Work schedule is Monday to Friday, 9:00 AM to 5:30 PM Eastern Standard Time (EST) including the 30 minutes unpaid meal break
- Acceptance of using a time-tracking device (Hubstaff) installed on your computer while rendering service with EJF Real Estate Services

Physical requirements:
- Must have a personal computer/laptop that will be exclusively used while rendering service to EJF Real Estate Services
- Must have a back device (back up computer, back up internet, back up electricity) in case of service utility disruption
- Must have a conducive working area away from noise and any disturbances that will affect your service with EJF Real Estate Services

How to apply:
1. Please check out website: ----------
2. Send an email attachment with your updated resume in PDF format
3. Please send a link to your video/voice recording introducing yourself & your relevant experience.
4. Kindly indicate that you're comfortable to start with $7 - $8 USD per hour.

Kindly send your application to ---------- the subject line, kindly indicate the position BDM Assistant - your name.

*Applicants who will not follow instructions will be automatically rejected without notice.
* Shortlisted applicants will be contacted by email for interview scheduling.
Looking forward to working with you!